Crew Boosters Job Descriptions

Liaison Positions

NCASRA Representative
Attends monthly meetings of the National Capital Area Scholastic Rowing Association.
GLOC Liaison
Attends monthly meetings of Georgetown Local Organizing Committee and fill one GLOC committee job. GLOC is the organization that manages all high school regattas on the Potomac and Anacostia Rivers.

Away Regatta Positions (Stotesbury and Nationals)

Coordinator:
Prepares roster, confirms hotel arrangements, phone numbers, parent list, maps, and other travel information, and reconciles bill with hotel at checkout. Also, schedules chaperones and distributes guidance sheets to them.
Chaperones:
(For the motel -- 4 for each night) – Helps coaches get rowers to bed and up on time. Serve as late night hallway monitors if necessary. Distribute breakfast bags to rowers, if needed.
Food Meister (2 needed)
Plans food strategy; Shops and transports and distributes food and drink for breakfast and any meals on regatta site.
Cook Meister:
Manages on-sites cooking, e.g. hamburgers. Brings cooking grills plus the food to be grilled; sets up; cooks; cleans up.
Tent Meister: (2 Needed)
Transports and sets up tents and dismantle at end. Requires ability to get to regatta site early.
Water Meister: (1 needed)
Obtains several large coolers from the school and ensures they are filled, transported, and in the right place for rowers.

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Booster Coordinator Positions

Alumni Relations Coordinator (1 needed)
Helps improve communications with alumni to increase their financial support and interest in crew; coordinates annual appeal to alumni
Clothing/Gear Sales Coordinators (2 needed)
Handles ordering and sales of crew clothing and gear
Communications (1 needed)
Sends publicity to W-L newsletter editor and Friday W-L e-mail source; assists fundraising project leaders with publicizing their fundraiser when asked. (there is also a school website that Mary Lib, school administrative assistant handles) Individuals leading fundraising projects need to handle other publicity
Fundraising Credits Coordinator (1 needed)
Receives fundraising credit information from Fundraising manager or project lead; applies formula for crediting agreed upon by the Board; sends out information to rowers when requested; compiles master roster of rowers after potluck; provides labels for mailing when necessary
Graphics Designer (1-2 needed)
Designs newsletter (printed 2 times yearly); designs fundraising brochure; assists with printing of letterhead/envelopes and other pieces of publicity
Home Regatta (Georgetown) Potluck Coordinator (1-2 needed)
Notifies Communications Coordinator to put out announcement to Rowers and Boosters; notifies Alumni Relations Coordinator to send invitation to alumni; purchases paper goods and drinks for potluck; recruits two grillers who are responsible for grilling during the potluck; identifies volunteers to help clean up
Land Equipment Coordinator (1 needed)
Stores W-L Banner and tents, researches and purchases new equipment when necessary
Volunteer Coordinator-in-season (1 needed – needs to know how to use Excel)
Coordinates the tasks everyone must participate in:
- Regatta Jobs (at least one required) – Descriptions at potluck dinner.
- Dock Sitting (at least one shift required) – Approximately 3:45 PM till 6:00 PM on practice days to be available in case of emergency, answer phone, etc.
Assistant Volunteer Coordinator (1 needed)
Makes reminder calls to parents reminding them of their dock sitting date; Calls parents to enlist help for other projects as needed. (For most fundraisers the lead on that project will line up volunteers themselves)
Website Administrator (1 needed)
Updates and maintains Booster page on W-L Crew website
- Fundraising Manager/Vice President
  Develops a plan for fundraising in conjunction with the Board; coordinates fundraising activities including recruitment of leads for each fundraiser; assists leads in project management which includes developing a time line for critical tasks. Sometimes this person becomes a trouble-shooter if problems develop with a project. This individual collects brief reports after each fundraiser for historical record; provides oversight of accounting system for fundraising credits; reports to the Board on progress and issues related to fundraising. Because fundraising is the largest activity in the club, the President often works closely with this person to monitor fundraising activities and help trouble shoot when necessary. The Vice President can serve as the Fundraising Manager or a separate position can be recruited if the Vice President and President feel it is needed.
- Combined Federal Campaign Coordinator (1)
  Files annual application for Combined Federal Campaign by due date; provides short narrative for booklet and widely disseminates CFC pledge number to W-L alumni and all families in W-L and HB schools. Identifies volunteers to help with mass mailing. Prepares short summary of event including contact information, general guidance and lessons learned.
- Car Wash Coordinator (1)
  Books location and dates for summer car washes in conjunction with captains (Captains take the lead in this. Recruits parent supervisors for each car wash. Sends “Tip Sheet” to parents the Saturday they are scheduled to work. Captains recruit rowers to work Coordinator insures that captains have the supplies list so that they can purchase expendable supplies needed; stores non-expendable supplies and ensures clean, adequate supply of towels for each event. Insures that captains maintain a log of rowers’ work hours and that it is forwarded to fundraising accountant. Prepares short summary of event including contact information, general guidance and lessons learned.
- Silent Auction Coordinator (1)
  Recruits volunteers to solicit items for the Silent Auction. Prepares bid sheets and coordinates set up at PBC with Evening on the Potomac Coordinators. Accounts for contributions and ensures follow up thank yous are sent. Prepares brief report on event including contact information, general guidance and lessons learned.
- Evening on the Potomac (1)
  Coordinates dinner at Potomac Boat Club for rowers’; parents, friends and alumni. Books facility, helps solicit food items, oversees design of invitations and coordinates volunteers to help with the event. Oversees set-up and clean-up. Prepares brief report after event including contact information, general guidance and lessons learned.
- Friend and Family Appeal Coordinator (1)
  Designs flyer for Oct. Returning Rowers meeting; hosts event where rowers and parents come to write notes on appeal letter; sends updates to parents as money comes in and writes thank yous to donors. Prepares brief report on event including contact information, general guidance and lessons learned.
- Mulch Sale Coordinators (2-3)
  Negotiates mulch prices with vendor; places order with vendor, obtains approval from school, sets date for sale and delivery, coordinates truck and fork lift rentals, receives orders, establishes a timeline for the project and selects other committee members to handle:
  • Preparation of sales flyer;
  • Publicity;
  • Route mapping;
  • Food
  • Volunteer recruitment and scheduling.
- Yard Sale Coordinator (1 for fall)
  Obtains permission for sale in front of W-L parking lot on a flea market Saturday; solicits used merchandise to sell from crew families; coordinates collection of merchandise on sale day; recruits volunteers to set up tables and merchandise, sell, and clean up.
- Poinsettia/Winter Greens Sales Coordinators (3 needed)
  Negotiates prices and deliveries with nursery; prepares and distributes packets with order forms and directions; collects orders with payments on 3 Mondays after school, compiles orders and places orders with supplier for delivery on following Friday afternoon; having fax capability is essential.
- Poinsettia/Winter Greens Corporate Sales Coordinator (1 needed)
  Collects orders with payment from corporate sales force, faxes orders to nursery, arranges delivery date with the customer, and makes sure the customer gets the right stuff, reconciles the billing, etc. Works separately from the individual rower’s sales, but is in touch with General coordinators.
- Poinsettia Distributors (3 needed)
  Receives shipment of greens on 3 Fridays after school; makes sure orders are correct; recruits rowers and parents to sort poinsettias and wreaths on Friday after school into individual orders; attaches ribbons to wreaths; makes sure rowers get the orders they asked for; supervise distribution of orders to the rowers for delivery on Saturday mornings.

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Fundraising Positions

Schedules strategy meetings for planning and helps establish a timeline for critical tasks; prepares a brief report on the event when it is over including contact information, general guidance and lessons learned.

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